Responsibilities and Accountabilities

Office Supplies & Operational Support

Maintain office supplies, operational consumables, and equipment to ensure uninterrupted functioning, fulfilling all office supply needs efficiently and providing administrative support to the Operations Lead as required

Procurement

Compile material/equipment requests from departments, source suppliers for best value, and prepare/issue purchase orders in line with company policy — tracking progress and responding to supplier queries through to delivery
Check/reconcile purchase orders against shipments and invoiced amounts against goods received, resolving any discrepancies that arise

Asset Management

Maintain the fixed-asset system of controls, procedures and forms; assign tag numbers and keep a detailed asset register in coordination with the Finance Department at Head Office; and support audits to ensure the accuracy of asset records
Reconcile the asset register against assets, rooms, and IT hardware/software transferred for use under the client's Transfer of Use agreements

PPE Management

Provide and maintain availability of PPE for employees, keep records of PPE assignments and related training, and ensure defective or damaged equipment is replaced per company policy

Health & Safety

Hold overall on-site Health & Safety responsibility: keep client reporting and record-keeping accurate and current, monitor and control compliance-related issues in coordination with the Health & Safety consultant, and promote a safe working environment in line with company and statutory requirements

Authority & Accountability

Manage procurement of office supplies, consumables, PPE and other office materials within company policy and approved budgets
Accountable for accurate, up-to-date records across procurement, asset management and PPE, order tracking from placement to delivery, and resolving discrepancies
Accountable for overall site Health & Safety compliance, including client reporting, record-keeping and coordination with consultants — providing management with the information needed for informed decision-making, while adhering to internal controls, company policies and operational standards

Job Specification

Qualifications

NQF Level 4 minimum; NQF Level 5 in Office Administration, Business Administration or Supply Chain Management preferable, with short courses in procurement, or extensive experience in the above duties and responsibilities.
Health & Safety–related certification preferred

Experience

2–3 years' experience in procurement, office administration, asset management or an operational role, including experience managing Health & Safety compliance/PPE administration, with a proven ability to work to deadlines and manage multiple tasks simultaneously

Knowledge

Personal attributes